Instructional Management Program
& Academic Communication Tool
QUICK GUIDE:
Closing the School Year Successfully
For Elementary Schools 2015
04/24/2015
Version 1.0 FINAL
Page Intentionally Left Blank
YEP Quick Guide for Elementary Schools 2015
Instructional Management Program and
Academic Communication Tool
TABLE OF CONTENTS
Introduction......................................................................................................... 1
School Responsibility Checklist for Elementary Schools ............................................. 1
Steps to Complete Year End Processing (YEP) ............................................... 2
Step 1: Ensure Attendance Entry and Edits are Complete.......................................... 2
Step 2: Ensure Grade Entry is Complete .................................................................... 3
th
Timeline for 8 Grade Only ....................................................................................................... 4
th
Timeline for K - 7 Grades Only ............................................................................................... 4
Timeline for ES Transcript Availability ...................................................................................... 4
Step 3: Set Student Promotion Status for “Retained” Students ................................... 5
Step 4: Run and Save Required Documents for Legal Archives ................................. 6
Step 5: Check Enrollment and Student Projection Data .............................................. 7
Step 6: Check Next Year Transportation Requests .................................................... 8
*** Note***
This module was updated in IMPACT Student Information Management (SIM) version 8.4.1. There may be slight
differences between screens in this lesson compared to the screens in the actual CPS IMPACT environment. All
screens were captured in Windows using Internet Explorer; Macintosh views may differ.
© 2015 Chicago Public Schools – IMPACT and Pearson Software
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YEP Quick Guide for Elementary Schools 2015
Instructional Management Program and
Academic Communication Tool
Introduction
The end of the school year is an important time for schools. To successfully close the current
school year in IMPACT SIM and prepare for the upcoming school year, all elementary schools
will need to follow specific Year End Processing (YEP) steps, as detailed in this quick guide.
Note the following:
 At YEP, the current Active Calendar (2014-15SY) will become the Historical Calendar,
and the Planning Calendar will become the new Active Calendar (2015-16SY).
 The YEP process will begin on Monday, June 29, 2015 at 12 Noon. (This is an
absolute deadline.)
 After the YEP process is completed, data from the previous school year will no longer be
available for changes outside of using SIM Historical (for high school students only).
School Responsibility Checklist for Elementary Schools
This checklist highlights the responsibilities each elementary school must complete in order to
ensure YEP is successful at their school.
Responsibility
Reference
Page #
 Step 1: Ensure attendance entry and edits are complete.
2
 Step 2: Ensure grade entry is complete.
3
 Step 3: Set student promotion status for “retained” students.
5
 Step 4: Run and save required documents for legal archives.
6
 Step 5: Check enrollment and student projection data.
7
 Step 6: Check next year transportation requests.
8
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Instructional Management Program and
Academic Communication Tool
Steps to Complete Year End Processing (YEP)
Step 1: Ensure Attendance Entry and Edits are Complete
Deadline:
Friday, June 26, 2015
 Ensure that all attendance data in SIM is correct for students.
Refer to CPS’s Dashboard’s DQI metric, Unsubmitted Attendance, for a list of unsubmitted
attendance, as illustrated in the following screen capture.
Notes:

All attendance edits must be completed prior to generating student transcripts. See page
6 for timeline to generate ES Transcripts for legal archives.

Elementary schools must retain tardy logs and early dismissal logs by school year to
document late arriving and early dismissal students because the documents are legally
required complements to the attendance data in SIM. The logs are to be either stored on
the school premises or at a CPS approved facility/location for access and reference
requirements of CPS or ISBE audits.
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Instructional Management Program and
Academic Communication Tool
Step 2: Ensure Grade Entry is Complete
Deadline:
As stated below
 Complete all grade entry for the 4th quarter grading period.
th
Ensure all grades for 4 quarter
are entered into Gradebook by
the dates listed on page 4.
 Complete authorized grade changes for any quarter grades, in accordance with the CPS
Grade Change Policy.
st
nd
Authorized grade changes for 1 , 2 , and 3
quarters must be made in SIM.
rd
REMINDER: Authorized grade changes for
th
4 quarter only must be made in Gradebook.
IMPORTANT: To ensure the correct final grade appears on the student’s ES transcript, any
authorized grade changes must be completed 24 hours prior to generating transcripts.
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Academic Communication Tool
YEP Quick Guide for Elementary Schools 2015
Timeline for 8th Grade Only
ES Graduations Begin
Thursday, June 11, 2015
8th grade Grade Extraction for *core subjects
Friday, May 29 at 5:00 pm
* Core Subject grades (Reading and Math, including Algebra) are used for Summer School Eligibility.
Grade entry cut-off for 8th graders
Monday, June 8 at 5:00 pm
th
IMPACT generates 8 graders’ report cards
Tuesday, June 9
th
8 graders’ Report Cards ready for School Print
Wednesday, June 10
Timeline for K - 7th Grades Only
End of 4th Quarter
Friday, June 19, 2015
rd
3 and 6th grades Grade Extraction for
*core subjects
Friday, May 29 at 5:00 pm
* Core Subject grades (Reading and Math, including Algebra) are used for Summer School Eligibility.
Regular Schedule
*Alternative Schedule
Monday, June 15
at 5:00 pm
Friday, June 19
at 5:00 pm
IMPACT generates report cards
Tuesday, June 16 –
Thursday, June 18
Saturday, June 20 –
Monday, June 22
Report Cards ready for School Print
Thursday, June 18
(after 12 Noon)
Tuesday, June 23
Friday, June 19
Tuesday, June 23
th
Grade entry cut-off for K - 7 graders
Report Card Distribution
* To request the alternative schedule, submit a request to your Network Chief with a copy to Phil
Jackson. Upon receiving Network approval, Phil will notify the IMPACT team.
Timeline for ES Transcript Availability
Final Transcripts Available
Thursday, June 18 at 12 Noon
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YEP Quick Guide for Elementary Schools 2015
Instructional Management Program and
Academic Communication Tool
Step 3: Set Student Promotion Status for “Retained” Students
Deadline:
Wednesday, June 24, 2015 at 12 Noon
Audience:
All non-Benchmark elementary grade levels (1,2,4,5,7)
 Set the promotion status to “Retained” for appropriate students on the student’s
Demographics page. “Retained” denotes students who will not be promoted to the next
grade. See WARNING below for students in grades 3, 6, and 8.
 Any student whose promotion status is set to “Pending” or “Promoted” will be promoted
automatically to the next grade level at Year End Processing. Note the default Student
promotion status is “Pending”.
 Do not advance the grade level for any student; grade levels are advanced based on
student’s Promotion Status.
 WARNING: Do not set the promotion status to “Retained” for students in grades 3, 6, or 8
who are required to attend Summer Bridge. This process will be managed by the
Office of Teaching and Learning.
The following steps detail how to retain a non-Benchmark student only (see above WARNING for
students in grades 3, 6 or 8):
1. Log onto SIM with either the Status Coordinator or Principal role.
2. Perform a student search to locate and open the student’s record.
On the School Specific
tab, click the
dropdown menu for
Student promotion
status and select
“Retained.”
Click OK (in lower
right-hand corner) to
save your selection.
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YEP Quick Guide for Elementary Schools 2015
Instructional Management Program and
Academic Communication Tool
Step 4: Run and Save Required Documents for Legal Archives
Start Date: Thursday, June 18 at 12 Noon
End Date: Monday, June 29 at 12 Noon
Deadline:
Note: although SIM is available until June 29, you will need time to
generate, download, and then print these documents. Please make
sure you schedule enough time to complete these tasks.
 MANDATORY: Run the following IMPACT reports and save hard copies for archival and
legal retention purposes:
 CPS Student Alpha List (SIM)
 CPS Student Daily Attendance with Summary Report (SIM)
 Students with Grade Code 20 (SIM)
From SIM Home Page, click the “20” link [
], then click the Print icon [
].
 Report Cards (Gradebook)
For the report card deadlines, refer to the Timelines on page 4. This information is
also located on the IMPACT website, Calendar tab:
http://impact.cps.k12.il.us/calendar.shtml.
 Elementary School Transcripts (SIM)
If needed, refer to procedure notice: Printing the Elementary School Transcript in
SIM, located on the IMPACT website, under SIM Documents and Publications:
http://impact.cps.k12.il.us/downloads/How_to_Print_the_Elementary_School_Transcript_in_SI
M.pdf
 IMPORTANT: Once YEP is completed, schools will not be able to access previous school
year data. Print all mandatory reports and any other data for which you wish
to retain a physical copy (school-level decision).
For more information regarding the retention of student records, please go to:
http://policy.cps.edu/download.aspx?ID=84.
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YEP Quick Guide for Elementary Schools 2015
Instructional Management Program and
Academic Communication Tool
Step 5: Check Enrollment and Student Projection Data
Deadline:
Friday, June 26, 2015
 Clean up student enrollment data and verify every student has a Next Year student
projection.

Refer to CPS Dashboard’s DQI metrics for a list of any potential errors, as highlighted
in the screen capture below. https://dashboard.cps.edu/Dashboard/portalHome.jsp.
Note: The School Principal assigns Dashboard access via ODA. Any data cleanups in SIM will not be removed from the Dashboard for 24-48 hours.

Refer to Student Projections Quick Guide for more information on the projections
process: http://impact.cps.edu/downloads/QuickGuide_StudentProjections2015.pdf.
The following screen capture highlights Registration and Enrollment and Student Projection DQI
metrics:
Note the two
Student
Projection
metrics.
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YEP Quick Guide for Elementary Schools 2015
Instructional Management Program and
Academic Communication Tool
Step 6: Check Next Year Transportation Requests
Deadline:
Monday, June 1, 2015
 Check to ensure all applicable students have a next year transportation request submitted.
 Note the following:

For students staying at the same school next year with a current active transportation
request, the request will roll-over to the 2015-16SY. Do NOT re-enter a request.

If the student plans to attend a new school for next year and the student qualifies and
intends to use transportation, a request must be entered into SIM by the student’s
st
new school by June 1 to guarantee transportation is available on Day 1.
a. The student’s current school must project the student to the new school so
that the student appears in that particular school’s Planning Calendar.
b. When the student enrolls at the new school and is determined eligible for
transportation services, have the student fill out the Application for School
Bus Service (form stays at the school). The next year school must then
submit the transportation request into the SIM Planning Calendar using a
7/1/15 Start Date.
Note that eligibility will be determined immediately and the results displayed. The
following screen capture illustrates a request that has been determined as
“Eligible.”
The following screen capture illustrates a request that has been
determined as “Rejected”. If the user is able to correct the reason for the
rejection, SIM will re-calculate eligibility in the Planning Calendar once
every evening and display the results.
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YEP Quick Guide for Elementary Schools 2015
c.
Instructional Management Program and
Academic Communication Tool
If the student has an IEP/504 and qualifies for transportation, however, the
student does NOT intend to use it, please inform the Case Manager so that the
Case Manager can update the question “Parent Accepts Transportation” from
“Yes” to “No” in the IEP/504. The student will remain eligible for transportation
EVEN if they decline transportation right now, and can request transportation
later if they change their mind.
 For questions: refer to the Transportation Quick Guide in SIM, call the IT Service Desk at
773-553-3925, or call Student Transportation Services at 773-553-2860.
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